What I Do
FAQ's

Grace, Executive VA, Systems & Operations VA

Executive Virtual Assistant + Operations Builder

I handle your admin. I build your systems. You focus on growth.

Systems Design • SOP Development • Project Management • CRM Management • Workflow Automation • Executive Virtual Support •

Whether you need daily executive support (email, calendar, founder communication) or scalable operational systems (automation, CRM, workflows) or both working together; I've got you covered.

Three years of remote operations + AI quality assurance experience = someone who knows what actually works.

What I Do

What I Do

I offer two complementary services. Most clients use both.

Executive Virtual Assistant

Daily operational support so your inbox, calendar, and communication don't slow you down.

  • Email & calendar management (with intent, not just organizing).
  • Founder/executive communication & correspondence.
  • Task management & priority coordination.
  • Travel planning, scheduling, meeting prep.
  • Client relationship management (the human kind).
  • Admin support tailored to how you actually work.

Book a Free Discovery Call

Operations & Systems VA

Build the backend systems that let your team move faster without constant direction from you.

  • Systems audit, design & optimization (ClickUp, Asana, Notion, etc.).
  • Workflow automation (Zapier, Make, AI integrations).
  • SOP documentation & process mapping.
  • CRM setup & optimization (HubSpot, Zoho, GoHighLevel).
  • Team workspace organization & training.
  • Process improvement & bottleneck elimination.

Book a Free Discovery Call

The Combo: Full Operations Support

Some clients hire me for both. Best option if you want executive support + scalable backend systems that work together.

Book a Free Discovery Call

Tools & Tech

My Tech Stack

I work fluently across the tools your business already uses or I'll help you choose the right ones. No steep learning curves, no long ramp-up time.

Project & Operations

  • ClickUp · Asana · Notion · Monday.com
  • Trello · Airtable
  • Google Workspace · Microsoft 365
  • Slack · Microsoft Teams · Zoom

Automation & CRM

  • Zapier · Make (Integromat)
  • HubSpot · Go High Level ·

Admin & Productivity

  • Calendly ·
  • Loom · Canva · Google Drive
  • Dropbox · DocuSign

Certifications

  • HubSpot CRM Certified
  • AI Skills 4 Women - Luxembourg
  • The Fundamentals of Digital Marketing
  • ALX Africa Virtual Assistant Course

Tools I work with

How It Works

How It Works

A clear five-step process — no guesswork.

Step 1: Discovery Call

We talk about your current operations, pain points, and goals. You help me understand your business, team size, and biggest bottlenecks. No pressure, just clarity.

Step 2: Operations Audit & Strategy

I review your current workflows, tools, and processes. I identify gaps, redundancies, and quick wins. Then I propose a realistic roadmap tailored to your business.

Step 3: Implementation & Setup

I build your systems; whether that's ClickUp workspaces, automation workflows, SOPs, or CRM setup. I keep you in the loop and train your team so they can use it independently.

Step 4: Ongoing Support

Choose a retainer for continuous optimization, or wrap up the project with documentation. Either way, your systems are built to run without you in the middle.

Step 5: Support

Ongoing operational support so your systems evolve as your business grows.

Sample Work

Sample Work

Real systems. Real outcomes.

A selection of recent builds — from executive assistant workflows to full operations setups.

Executive Assistant Projects

ClickUp Dashboard Overview for Nutritionist Respa Nairobi

Calendar & task management system for founder managing multiple client relationships.

Calendar Management & Scheduling

Organized calendar system for busy executive.

Click to view Calendar

Email Triage & Management

Email system that prioritizes and categorizes without founder involvement.

Watch the Full Walkthrough

Operations & Systems Projects

Client Onboarding System

Built automated onboarding workflow for SaaS startup using HubSpot + Zapier. Reduced onboarding from 5 days to under 24 hours.

Operations Audit & SOP Library

Full ops audit for 6-person remote agency + 25-page SOP library across all business functions.

ClickUp Workspace Build

Complete ClickUp workspace with dashboards, recurring templates, client tracker.

ClickUp Dashboard Overview for Nutritionist Respa Nairobi

Zapier Automation Stack

12 custom Zaps for e-commerce agency. Result: 10+ hours saved weekly.

Notion Workflow Setup & Automation

Streamlined Notion workflow with automations for task/project organization.

Watch the Full Walkthrough

About Me

The Operator Behind the Scenes

Grace Wanjohi

Executive Virtual Assistant | Systems & Operations Virtual Assistant.

I handle your admin. I build your systems. You focus on growth.

Hi, I'm Grace.

I'm both an Executive Virtual Assistant and an Operations Systems Builder.

What that means in practice: I help busy founders and teams get their operations straight. Whether that's me handling the day-to-day admin layer or building the systems that run in the background (or both).

Three years of remote work + AI quality assurance background taught me two things:

  1. Systems matter. Broken processes bleed time and money.
  1. Communication matters. Most systems fail not because they're broken, but because nobody understands them.

I also work as an Executive Virtual Assistant, handling email, calendar, founder communication, and the admin that founders hate. I'm good at this because I genuinely understand that communication isn't just about forwarding messages; it's about representing your business with clarity and care.

I'm not just another VA. I'm someone who knows systems and people, automation and communication.

Based in Nairobi, Kenya. Available globally.

Investment & Engagement

Executive Support (Hourly)

$15-18/hour

  • Full-time or part-time arrangements
  • Minimum 10 hours/week

Systems & Operations (Project-Based)

$300-500

  • 2-4 week builds depending on scope
  • Includes training & handoff documentation

Retainer Support (Monthly)

Starting at $1,200/month

  • Combination of executive support + systems optimization
  • Best option for scaling businesses

All engagements start with a free 30-minute discovery call to make sure we're a fit.

FAQ

Frequently Asked Questions

Everything You Need to Know

1. What's your timezone and availability?

I'm based in Nairobi, Kenya (EAT) and work with clients globally. I'm available for meetings across most timezones and typically respond to messages within 24 hours.

2. Do you work with [my specific tool]?

I work fluently with ClickUp, Asana, Notion, Monday.com, Trello, Airtable, HubSpot, Zapier, Make, and more. If you use a tool I haven't worked with, I learn it quickly, most tools follow similar logic. Let's discuss in a discovery call.

3. What's the minimum engagement?

For project-based work, typically 2-4 weeks depending on scope. For retainers, I recommend starting with 10 hours/week for at least one month to see real momentum. We can discuss what works for your budget.

4. How quickly can you start?

I usually have availability within 1-2 weeks. Urgent projects may be accommodated depending on my current workload. Let's talk about your timeline in a discovery call.

5. What if I'm not sure what I need?

That's exactly what the discovery call is for. We'll talk through your operations, and I'll recommend what makes sense for your business. No pressure to commit to anything you're not ready for.

6. Do you offer ongoing support or just one-time projects?

Both. I work on project-based engagements (build systems, document processes, then wrap up) or retainer arrangements (ongoing optimization, support, and new workflow builds). Choose what fits your needs.

7. How do I know if this is right for my business?

If you're spending more than 5 hours/week on admin, project coordination, or operational tasks while you'd rather focus on revenue or strategy this is likely a good fit. Book a call and I'll be honest about whether we're a match.

Results & Impact

Tangible time back. Measurable efficiency gains.

10+

Years

professional experience

3

Years

as a virtual assistant

10+

Hours Saved

weekly per client

40+

SOP Documents

ready to use

“Grace consistently delivers high quality work. She has been a reliable partner for three years. I highly recommend her.”

Long term client

5 star review on Upwork

Let's Connect

Ready when you are

Let's build the systems your business has been missing.

Book a free 30-minute discovery call. We'll talk through your operations, identify quick wins, and figure out if we're a fit.

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